NOTICE OF MEETING
You are cordially invited to attend a meeting of Redenhall with Harleston Town Council, which will be held at the Social Room on Wednesday, 26 March 2025, at 7pm to consider the business detailed below.
Members of the press and public are welcome to attend.
There may be an opportunity for public participation during agenda item 5.
Signed: C Crane
Mrs C Crane, Town Clerk
Date: 21st March 2025
AGENDA
1. To receive and consider accepting apologies from members unable to attend.
a. Motion: To accept the apologies received from members unable to attend
2. To receive any declarations of members interests pertaining to items on the agenda, and any dispensations granted in respect of business to be discussed
a. Motion: To note any declarations of pecuniary and/or non-pecuniary interests, acknowledge any dispensations granted, and consider any requests for further dispensations as appropriate.
3. To receive the minutes of the previous Town Council meeting and discuss their accuracy. (Refer to the draft minutes available on the website)
a. Motion: Approve the minutes of the Town Council meeting held on Wednesday, 26th February 2025, as a true and accurate record.
4. To receive and review the minutes of the previous Executive meeting for accuracy. (Refer to the draft minutes available on the website.) The minutes could not be approved at the March 2025 Executive meeting due to the absence of attendees from the July 2024 meeting.
a. Motion: Approve the minutes of the Executive meeting held on Tuesday 16th July 2024 as a true and accurate record
5. To consider a resolution under Standing Orders 3e to suspend the meeting.
a. Motion: To suspend the meeting under Standing Orders 3e to allowing brief points from county and district councillors and members of the public to make comments on agenda items, with a designated time of 20 minutes for public participation, and individual members of the public allowed a maximum of 5 minutes each, unless directed otherwise by the Chairman.
6. Co-Option of New Councillor
a. Motion: To co-opt a new Councillor to fill the vacancy following the ballot and sign the Declaration of Acceptance of Office if appointed.
• To allow the new candidate to introduce themselves to Members, if they wish, and supplement their written information, explaining why they seek to become a Member of the Council. (Introduction should be informal and not exceed 5 minutes. Copy of candidate’s details provided.)
• Existing Councillors may ask prospective candidates clarification questions, with a maximum of ten minutes allocated per candidate.
• To consider co-opting a candidate to fill the Council vacancy and conduct a confidential ballot after candidate presentations. The Chairman or Clerk will count written votes. If appointed, the new Councillor will sign the Declaration of Acceptance of Office.
a. Motion: To co-opt a new Councillor to fill the vacancy following the ballot and sign the Declaration of Acceptance of Office if appointed.
7. To receive and scrutinise, the documents, as presented.
Income and Expenditure reports for month 10 & 11
Bank Reconciliation reports for month 10 & 11
Payments List for March 2025
Transparency List for February 2025
(Refer to the Transparency List available on the website)
a. Motion: Note the specifics of the financial documents.
8. To consider approving the purchase of new cardiovascular equipment to replace the aging units, following the recommendation from the Leisure and Finance Committees, as presented.
a. Motion: To formally approve the payment of £23,022 to GRS for the purchase of new cardiovascular equipment. In accordance with Financial Regulations 4.3 using expenditure from the surplus of the Gym budget for 2024/25 (within the General Reserve)
9. To receive information on the new payroll provider for 2025, noting that the charges exceed the allocated budget.
a. Motion: To formally approve the selection of the new payroll provider despite exceeding the allocated budget for 2025.
10. To receive and consider a report on the town council’s support options, comparing Norfolk Parishes Training and Support (NPTS) and Norfolk Association of Local Councils (Norfolk ALC), and discuss the preferred provider for future engagement.
a. Motion 1: To select Norfolk Parishes Training and Support (NPTS) as the preferred provider.
b. Motion 2: To select Norfolk Association of Local Councils (Norfolk ALC) as the preferred provider.
11. To receive a report on the Q&A councillor surgeries and discuss their effectiveness, format, and future arrangements.
a. Motion: To formally note the report and agree on any necessary actions or changes regarding the format.
12. To note the increase in Spire Solicitors LLP’s commercial property charge-out rates, effective from 01/03/25, while acknowledging that the overall cost is expected to remain within the original quote. Spire Solicitors LLP are contracted to assist with the Harleston Town Football Club lease.
a. Motion: To formally note the rate increase and confirm that the council expects the final cost to align with the original quotation.
13. To consider a request from Adrian Ramsay MP to establish a forum for the five town councils in his Waveney Valley constituency—Eye, Harleston, Diss, Bungay, and Halesworth—to collaborate on shared issues and promote the Waveney Valley identity. The council is invited to express interest and suggest timing, venues, and meeting content.
a. Motion: To confirm the council’s interest in the forum and provide input on its structure.
14. To receive a report on development and local government reorganisation (LGR) and consider any initial concerns or views on potential options and note the attendance of the Clerk and Chair at the District Council summit.
a. Motion: To note the report and submit initial concerns or views to contribute to early discussions.
15. To receive a report on a new initiative to enhance engagement with older residents.
a. Motion: To Establish a Coffee Morning for Older Residents
16. To discuss the closure of the Town Council office for the filing of paperwork in accordance with the retention policy, the week of the 29/09/25.
a. Motion: To formally approve the closure of the Town Council office for the filing of paperwork in compliance with the retention policy, week of the 29/09/25.
17. To receive and review the following policies and documents, as presented.
• The Policy List
• Risk Management Policy and Risk Register
• Standing Orders
• Financial Regulations
• Reserves Policy
• Annual review of effectiveness of internal control
• Councillor Code of Conduct
• Online Banking
• Model publication
• GDPR
• Transparency
• Complaints
• Health, Safety and Wellbeing
• First Aid
• Play Area Inspection
• Use of Council Vehicle
• Staff Safety
• Training
• Street Naming
• Travel and Subsistence
• Allotment
• Allotment Rules and Regs
• Equality
• Retention
• Communication Policy including social media
• Grant Awarding
• CCTV
• Casual Vacancy Co-option
• Lone Worker
a. Motion: As recommended by the Executive committee, agree to adopt the policies and documents, as presented
18. To review the Asset Register for year ending 2025, as reviewed by the Executive Committee.
a. Motion: To formally note the contents of the Asset Register for year ending 2025 as accurate.
19. To note that the annual check of Stocks and Stores was conducted by the Responsible Finance Officer (RFO) in accordance with FR13.4, as reviewed by the Executive Committee.
a. Motion: To formally note the completion of the annual check of Stocks and Stores by the Responsible Finance Officer.
20. To review Councillor Declaration of Pecuniary Interests at Declaration of Pecuniary Interests
a. Motion: To formally note that these declarations and recommend individual councillors review and submit any necessary changes to the District Council.
21. To review the proposed meeting timetable for Council meetings scheduled for 2025/26 and agree.
a. Motion: To approve the proposed meeting timetable for Council meetings for the year 2025/26
22. To receive brief updates from Working Party Representatives and Committee Chairs
Cllr Scade – Harleston Historical Society concerning Heritage Open Days 2025
a. Motion: Note the updates
23. To receive the progress report on decisions made at the last meeting, as presented
a. Motion: Note the progress on decisions made at the last meeting.
24. Member Forum: To discuss relevant information or issues raised by members for brief discussion, potential action, or consideration for inclusion on a future agenda.
a. Motion: Formally record the details of the discussion.
25. To receive the date and details of the next meeting for Wednesday 23rd April 2025 at 7.00pm in the Social Room at the Memorial Leisure Centre.
a. Motion: Formally note the details of the next meeting.